(Public Pack)Agenda Document for Open Spaces and City Gardens, 16/07/2018 11:30

198 Pages·2017·9.97 MB·English

Public Document Pack
Open Spaces and City Gardens
Date: MONDAY, 16 JULY 2018
Time: 11.30 am
Venue: COMMITTEE ROOM - 2ND FLOOR WEST WING, GUILDHALL
Members: Graeme Smith
Oliver Sells QC
Alderman Ian Luder
Wendy Mead
Barbara Newman
Jeremy Simons
Deputy John Tomlinson
Deputy Philip Woodhouse (Ex-Officio Member)
Karina Dostalova (Ex-Officio Member)
Anne Fairweather (Ex-Officio Member)
Caroline Haines
Enquiries: Natasha Dogra
[email protected]
Lunch will be served in the Guildhall Club at 1pm
N.B. Part of this meeting may be the subject of audio visual recording.
John Barradell
Town Clerk and Chief Executive
AGENDA
Part 1 - Public Agenda
1. APOLOGIES
2. MEMBERS' DECLARATIONS UNDER THE CODE OF CONDUCT IN RESPECT OF
ITEMS ON THE AGENDA
3. THE ORDER OF THE COURT OF COMMON COUNCIL
For Information
(Pages 1 - 2)
4. ELECTION OF CHAIRMAN
The Committee are invited to elect a Chairman.
For Decision
5. ELECTION OF DEPUTY CHAIRMAN
The Committee are invited to elect a Deputy Chairman.
For Decision
6. APPOINTMENT OF A REPRESENTATIVE TO THE STREETS AND WALKWAYS
SUB COMMITTEE
The Committee are invited to appoint one Member as an Open Spaces and City
Gardens Committee representative on the Streets and Walkways Sub Committee.
The next Streets and Walkways Committee meeting is scheduled to take place on 4th
September 2018.
For Decision
7. MINUTES
To agree the minutes of the previous meeting.
For Decision
(Pages 3 - 8)
Open Spaces
8. OPEN SPACES DEPARTMENT, CITY GARDENS AND WEST HAM PARK RISK
MANAGEMENT
Report of the Director of Open Spaces and Chamberlain.
For Decision
(Pages 9 - 34)
9. REVENUE OUTTURN 2017/18
Report of the Director of Open Spaces and Chamberlain.
For Information
(Pages 35 - 40)
10. OPEN SPACES BUSINESS PLAN YEAR-END REPORT 2017/18
Report of the Director of Open Spaces.
For Information
(Pages 41 - 56)
11. CYCLICAL WORKS PROGRAMME
Report of the Director of Open Spaces and Chamberlain.
For Information
(Pages 57 - 62)
12. CORPORATE VOLUNTEERING STRATEGY
Report of the Director of Open Spaces.
For Information
(Pages 63 - 78)
City Gardens
13. SUPERINTENDENT'S UPDATE
Report of the Director of Open Spaces.
For Information
(Pages 79 - 84)
14. CHURCHYARD ENHANCEMENT PROGRAMME UPDATE REPORT
Report of the Director of Open Spaces.
For Decision
(Pages 85 - 132)
15. CITY GARDENS EVENTS POLICY REVIEW
Report of the Director of Open Spaces.
For Decision
(Pages 133 - 176)
16. FINSBURY CIRCUS BANDSTAND REMOVAL
Report of the Director of Open Spaces.
For Decision
(Pages 177 - 180)
17. GATEWAY 3 REPORT FINSBURY CIRCUS REINSTATEMENT PROJECT -
REPORT TO FOLLOW
Report of the Director of Open Spaces.
For Decision
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18. QUESTIONS ON MATTERS RELATING TO THE WORK OF THE COMMITTEE
19. ANY OTHER BUSINESS THAT THE CHAIRMAN CONSIDERS URGENT AND
WHICH THE COMMITTEE AGREE SHOULD BE CONSIDERED
Part 2 - Non-Public Agenda
20. EXCLUSION OF THE PUBLIC
MOTION: That under Section 100A(4) of the Local Government Act 1972, the public
be excluded from the meeting for the following items of business on the grounds that
they involve the likely disclosure of exempt information as defined in Part I of
Schedule 12A of the Local Government Act.
For Decision
21. NON-PUBLIC MINUTES
To agree the minutes of the previous meeting.
For Decision
(Pages 181 - 182)
22. LONG TERM FUNDING OF THE LEARNING PROGRAMME
Report of the Director of Open Spaces.
For Decision
(Pages 183 - 208)
23. DEBT ARREARS - INVOICED INCOME FOR PERIOD ENDING 31 MARCH 2018
Report of the Director of Open Spaces and Chamberlain.
For Information
(Pages 209 - 216)
24. QUESTIONS ON MATTERS RELATING TO THE WORK OF THE COMMITTEE
25. ANY OTHER BUSINESS THAT THE CHAIRMAN CONSIDERS URGENT AND
WHICH THE COMMITTEE AGREE SHOULD BE CONSIDERED WHILST THE
PUBLIC ARE EXCLUDED
Agenda Item 3
BOWMAN, Mayor RESOLVED: That the Court of Common
Council holden in the Guildhall of the City of
London on Thursday 19th April 2018, doth
hereby appoint the following Committee until
the first meeting of the Court in April, 2019.
OPEN SPACES & CITY GARDENS COMMITTEE
1. Constitution
A Non-Ward Committee consisting of,
 eight Members elected by the Court of Common Council, at least one of whom shall have fewer than five years’ service
on the Court at the time of their appointment
 the following ex-officio Members:-
o the Chairman and Deputy Chairman of the Epping Forest & Commons Committee
o the Chairman and Deputy Chairman of the Hampstead Heath, Highgate Wood & Queen’s Park Committee
2. Quorum
The quorum consists of any five Members.
3. Membership 2018/19
8 (4) Wendy Mead, O.B.E.
6 (3) Jeremy Lewis Simons
6 (2) Barbara Patricia Newman, C.B.E.
2 (2) Oliver Sells, Q.C.
2 (2) John Tomlinson, Deputy
8 (1) Ian David Luder J.P., Alderman
5 (1) Graeme Martyn Smith
Vacancy
together with the ex-officio Members referred to in paragraph 1 above.
4. Terms of Reference
To be responsible for:-
(a) The allocation of grants in relation to Open Spaces taking account of any views or recommendations expressed by
the Epping Forest and Commons Committee, West Ham Park Committee or Hampstead Heath, Highgate Wood and
Queen’s Park Committee as relevant;
Open Spaces
(b) dealing with, or making recommendations to the Court of Common Council where appropriate, all matters relating to
the strategic management (e.g. policy, financial and staffing) of the City of London Corporation’s open spaces where
such matters are not specifically the responsibility of another Committee; and
(c) the appointment of the Director of Open Spaces (in consultation with the Port Health and Environmental Services
Committee);
City Open Spaces
(d) the management and day-to-day administration of the gardens, churchyards and open spaces in the City under the
control of the Common Council, together with Bunhill Fields Burial Ground;
(e) arrangements for the planting and maintenance of trees and other plants and shrubs in open spaces and in footpaths
adjacent to highways in the City;
(f) advising on applications for planning permission relating in whole or in part to the gardens, churchyards or open spaces
in the City under the control of the Common Council; and
(g) the functions of the Common Council under the Local Government (Miscellaneous Provisions) Act 1976 to make safe
by felling, or otherwise, dangerous trees in the City generally on receipt of notices served on the City of London
Corporation in the circumstances set out in Section 23 of the Act and where trees are in danger of damaging property.
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Agenda Item 7
Public Document Pack
OPEN SPACES AND CITY GARDENS
Monday, 16 April 2018
Minutes of the meeting of the Open Spaces and City Gardens held at Committee
Room - 2nd Floor West Wing, Guildhall on Monday, 16 April 2018 at 10.15 am
Present
Members:
Graeme Smith (Chairman)
Alderman Ian Luder
Barbara Newman
Jeremy Simons
Deputy John Tomlinson
Anne Fairweather (Ex-Officio Member)
Officers:
Jake Tibbets - Open Spaces Department
Greg Moore - Town Clerk's Department
Colin Buttery - Director of Open Spaces & Heritage
Gerry Kiefer - Open Spaces Department
1. APOLOGIES
Apologies were received from Karina Dostalova, Oliver Sells, and Deputy
Phillip Woodhouse.
Opening the meeting, the Chairman took the opportunity to relay the sad news
of the passing of Peter Adams, a long-standing Verderer at Epping Forest. On
behalf of the Committee, he expressed his sincere condolences to Mr Adams’
family and friends.
1. MEMBERS' DECLARATIONS UNDER THE CODE OF CONDUCT IN
RESPECT OF ITEMS ON THE AGENDA
There were none.
1. MINUTES
The Committee approved the public minutes of the meeting held on 5 February
2018, subject to the apologies of Deputy John Tomlinson and Catherine
Bickmore being noted.
Matters Arising
One London Wall Place – A Member spoke to commend the public space that
had been created at this location, suggesting that the Director of Open Spaces
should write to the developer to commend them. The Chairman endorsed this
suggestion, observing that it was a positive example which other developers
should be encouraged to emulate.
1. SCHEDULE OF VISITS 2018
Members considered the schedule of Open Spaces visits for 2018, noting that
an updated and more comprehensive version to that which was presented in
the papers had been tabled.
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The Chairman advised that the intention was to consolidate relevant dates and
calendar items into a single document, to facilitate a great awareness of what
was going on across the totality of the various open spaces managed by the
City.
Members suggested that thought should be given to the placement of relevant
dates on a website, with it noted that the establishment of a single website to
publicise all of the City’s open spaces and various events would be very helpful.
It was noted, however, that careful thought would need to be given to the
publication of various dates, as there were a significant number and it would be
wise to avoid to be seen to promote some events and not others. A Member
noted that the Policy and Resources Committee was soon to consider funding a
significantly improved City Corporation website and noted that, once data was
in place on that forum, there may well be an opportunity to alter the lay-out and
way in which information was accessed in different ways, so as to greater
publicise the activities of the various open spaces.
A Member also noted that some individual open spaces currently produced
their own publications, suggesting that these should be distributed more widely
to all Members, so as to raise awareness.
RESOLVED: That the Open Spaces visits schedule 2018 be noted.
1. FINAL DEPARTMENTAL BUSINESS PLAN 2018/19 - OPEN SPACES
Members considered a report of the Director of Open Spaces on the 2018/19
business plan for the Open Spaces Department. The report summarised the
key objectives and outcomes for the Department and how Business Plan
assisted with the successful delivery of the outcomes referenced in the
Corporate Plan 2018 – 2023.
Members queried some of the figures associated with Tower Bridge in
Appendix 1, noting that the stated income seemed to be incorrect. Officers
undertook to clarify this outside of the meeting and amend the figure
accordingly.
Members sought further detail as to how ecological conditions at the various
open spaces would be measured. The Director of Open Spaces agreed that a
uniform system of measurement would be neither appropriate nor practical,
observing that individual metrics would need to be developed for each site
which paid due regard to the context of each space. Members noted that further
detail would come back to the Committee in due course.
RESOLVED: That the Open Spaces Department’s Business Plan for 2018 – 19
be approved.
1. OPEN SPACES DEPARTMENT EVENTS POLICY
Members considered a report of the Director of Open Spaces which presented
an Open Spaces Department Events Policy for approval. The report detailed
how the policy planned to minimise the impact on areas under statutory
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protection and the adjoining communities. In addition, the report stressed that
the Open Spaces Department Events Policy was intended to be reviewed after
12 months.
Members queried the reference to Golders Hill Park, questioning whether this
should be presented independently of Hampstead Heath. The Director of Open
Spaces agreed that the opening hours and nature of events at Golders Hill
would be different and agreed to take this back to consider.
Members discussed the possibility of damage to certain sites and the nature of
various events, noting that care would need to be taken to ensure an
appropriate balance was struck to prevent over-use or the types of events
which might harm the site. It was urged that suitably strong wording be included
in the policy to make this clear. The Director of Open Spaces agreed, noting
that site-specific policies would be developed for each location which would
come to the Committee in due course. It was also noted that the Officer Events
Group considered such matters in relation to each application.
In response to queries concerning feedback from events, the Director advised
that feedback was important to obtain sense of public engagement with events,
but accepted that monitoring was also important – particularly when considering
applications for repeat bookings. Members suggested that this should explicitly
be taken into account as part of the policy, noting that the Officer Events Group
did take this into account as part of its consideration.
Responding to queries concerning damage caused by events and
reinstatement of the open spaces, the Director confirmed that a deposit to
cover reinstatement was generally obtained up-front as part of the hire
agreement. However, there were some occasions where this requirement was
waived for bodies such as community organisations holding local events.
Subject to the minor amendments suggested and the items for the Director of
Open Spaces to resolve, the policy was approved, with authority to approve the
final version delegated to the Town Clerk in consultation with the Chairman and
Deputy Chairman.
RESOLVED: That authority be delegated to the Town Clerk, in consultation
with the Chairman and Deputy Chairman, to approve the final version of the
Open Spaces Department Events Policy.
1. CITY GARDENS UPDATE
Members received a report of the City Gardens Manager providing an update
on the management and operational activities across the City Gardens since
February 2018.
The City Gardens Manager advised that the opening of the Seething Lane site
had now been confirmed for 26 June at 5.30pm. Responding to Members’
queries, the City Gardens Manager undertook to take into account local Ward
Members and businesses when drawing up the guest list for the event.
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With regard to the survey of private trees, Members urged that more proactive
communication take place with the owners of those identified as in poor
condition. Rather than simply alert owners to the poor condition of the tree, it
was suggested that the location of the trees be mapped and owners provided
with a link to the Arboricultural Association’s list of Tree Surgeons.
RECEIVED.
1. QUESTIONS ON MATTERS RELATING TO THE WORK OF THE
COMMITTEE
Mitcham Common Conservators
A Member took the opportunity to highlight the City Corporation’s appointment
rights in respect of a Conservator of Mitcham Common, suggesting that
increased engagement and potential support from the City Corporation might
be welcome.
Table Tennis
A Member queried the possibility of installing fixed table tennis tables at some
of the City’s open spaces and gardens, to afford office workers the opportunity
to engage in recreational activity in a pleasant surrounding during lunch-breaks.
The City Gardens Manager advised that he would shortly be undertaking an
audit of all sites and would include the identification of potential sites as part of
his review of the various locations.
1. ANY OTHER BUSINESS THAT THE CHAIRMAN CONSIDERS URGENT
AND WHICH THE COMMITTEE AGREE SHOULD BE CONSIDERED
Committee Meetings
The Committee were informed that there were no items on the agenda plan for
the June Committee meeting; the Committee would next meet on 16 July 2018.
1. EXCLUSION OF THE PUBLIC
RESOLVED: That under Section 100A (4) of the Local Government Act 1972,
the public be excluded from the meeting for the following items of business on
the grounds that they involve the likely disclosure of exempt information as
defined in Part I of Schedule 12A of the Local Government Act.
1. NON-PUBLIC MINUTES
The Committee approved the non-public minutes of the meeting held on 5
February 2018.
1. MEMBERS WORKING GROUP - FINSBURY CIRCUS GARDEN
REINSTATEMENT
Members considered a report of the City Surveyor concerning the
reinstatement of Finsbury Circus Garden and the creation of a Working Group.
1. QUESTIONS ON MATTERS RELATING TO THE WORK OF THE
COMMITTEE
There were no questions.
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